Overview

Tender Wizard is an exclusive, most vibrant end to end solution for buying / selling of products and services

through tendering process. It supports A - Z activities of tendering based on proactive work flow concept. Fine

details of tendering like vendor registration, tender announcement and corrigendum, tender form processing,

opening, negotiation and tender awarding are supported in a real time interactive environment. Tender Wizard

creates a true dynamic market place for both buyers and vendors to interact with each other and transact business.

Purpose

The objective of developing the TENDERWIZARD is to automate the tendering process across the state of

Madhya Pradesh. The key objectives of this exchange are reduced inventory, consistency in costs across all

departments, consistent and sustainable Vendor Development, transactional effectiveness, procurement lead time

reduction, transparency etc.,

Audience

This product is extensively used by the Government officials and contractors to enhance the transparency in the

day to day tendering activities of the Government offices as well as in contractor community.

4. Disclaimer

The information contained herein is subject to change without notice and should not be construed as a

commitment by MPSEDC or TCS/Antares. No responsibility is assumed for the reliability of software or

equipment that is not supplied by MPSEDC or TCS/Antares.

Copyright

This document is confidential and proprietary information of MPSEDC or TCS/Antares. It should not be

disclosed in whole or in part to any third party except to whom it has been submitted with the express written

authorization and should not be duplicated in whole or part for any other purpose other than evaluation of the

Technical capability of TCS/Antares and shall be returned upon request.

Any reference used in this response is proprietary and is covered under non-disclosure agreement. The

information should not be divulged to any other party other than for whom it is intended. Clients and partners

may not be contacted about these references or divulge the information contained there-in unless duly authorized

by MPSEDC or TCS/Antares.

All rights reserved. Unauthorized copying is strictly prohibited.

Prerequisites at User Side Note: For uploading vendor update files, it should be in excel .xls format ie., in Excel 97 to 2003 for security purposes. Excel sheet with .xlsx, ie., Excel 2007 and above versions should not be uploaded in site. A. System configuration (minimum): Minimum P-III/P-IV Processor System, 40 GB HDD or above recommended, 512MB RAM and above. Internet Connection – Minimum of 128 Kbps Broadband connection B. System Software’s: OS: Windows 2000/ XP and above. Browser: Microsoft Internet Explorer 6 and above. Microsoft Office 2000 and above with MS Word and MS Excel Utilities: Win-zip, Adobe Acrobat Reader, PKI Installation Driver for Digital Signature

1. Introduction to the browser

Click / Double Click to open the Microsoft Internet Explorer.

Figure No.1

1.1. Login screen

Type the website address http://www.mpeproc.gov.in in the address bar and click “Go” to access the Login Screen.

Figure No.1

1.2 PKI BASED LOGIN PROCEDURE: In the home page, enter “User Id” and “Password” provided by the service provider and select the Activity as “Tender”. Click “Login” to login to the website (as in figure no. 1). After clicking on “Login” Click on “SELECT THE CERTIFICATE” (As shown in Figure No. 2) Select the certificate and click on “Sign” (As shown in Figure No. 2A) Type the password of PKI-key (hardware key) (As shown in Figure No. 2B) then click on “LOGIN” (As shown in Figure No. 2C) then again reenter the website Login password (As shown in Figure No. 2D) and enter into the site.

Figure No.2

Figure No.2A

Figure No.2B

Figure No.2C

Figure No.2D

As a security reason, first time the system automatically invites user to change the password (as shown in Figure No.2, This procedure will be only at the time of User First Login), while the user can follow the steps below:

1. Enter the password provided by the service provider in the box provided 2. Enter new password in the box provided 3. Select hint question 4. Enter hint answer 5. Click “Submit” to update the new password.

The user needs to re-login with the new password which gives the user, the authentication for the change of password. Note that User Id remains same all over. In case, user needs to change the password again, on the left side menu, click “Modify password” and repeat the steps above. 2. Modify Profile and Password

2.1 Modify Password: Click “MODIFY PASSWORD”, and repeat the steps above. See figure below: Password Strength Should be a greater than 60% .

Figure No 3

2.2 Modify Profile Click “Modify Profile” to change the existing profile (See figure No.4) – Only “Profile Information”. But the fields like Limit, Location, Document Category, Role and Enable/Disable cannot be changed as these are assigned by the administrator. Click “Submit” to save the changes.

Figure No.4

3. VARIOUS MODULES - TOP MENU

No Modules Description 1 Create Click here to create Tender. 2 Un Click here to view tenders which are not applied by the

Applied vendor. 3 In

Progress Click here to view tenders applied by vendor.

4 Opened Click here to view the opened tenders. 5 Awarded Click here to view the awarded tenders. 6 Declined Click here to view the cancelled tenders.

3.1 Create:

Figure No.5

Click “Create” to float / create a tender. The criteria and two options to create / float a tender are:

3.1.1) Criteria to create new tender:

6. The tender number should be unique 7. It may contain numeric and alphabets (A-Z, a-z, 0-9) and symbols like / and -. 8. Tender number should be provided along with the date of publication.

3.1.3. Create New Tender: Click “Create New Tender” to float a new tender.

Figure No.5A

Creation of tender: User has to click on “Create New Tender” and as to select the tender template, ie., is it “ONE Stage/TWO Stage….” as shown in below figure and click on “Go”. Three tender stages can be defined in TENDERWIZARD. They are:

Single Bid Tender – This stage consists of only opening – Cost opening. Two Bid Tender – This stage consists of two openings – Techno-Commercial and Cost.

Figure No.5B

3.1.4. Tender Header: The header part consists of most important details of tenders like tender number, tender title, information about tender stage/cover, contact name etc., as shown in the following Figure No.6 which can be extracted from detailed tender notification.

Figure No.6 TENDER DETAIL:

Class of Trade: Select the Class of Trade so that this tender line will be notified for those who are registered under this C.O.T only. The format of the Date and Time should be DD-MM-YYYY HH:MM i.e., 16-05-2012 15:15. All other details like estimated cost, EMD, tender description and COT (class of trade) can be obtained from Tender Notification. After entering all the fields’, user has to click on “Create” as shown in Figure No. 6. Then we get the below screen,

Figure No. 7

In the above figure, to create new line or work, click on “Update & show New Line” and enter required fields. After updating the fields, finally user has to click on “Finish with Tender” to get Authorize icon. 3.1.7. Document Attachment:

Click “Upload Documents” (or “Edit attachment” , if document to be later) to upload the tender documents.

Figure No.8 After updating the “Tender Detail”, we have to click on “Upload Documents”. Once clicked, the Edit Attachment will be opened as shown in Figure No.9.

Figure No.9 In the above figure, we can see the Edit Attachment, where there is only one tab “Log Details”. Then to upload tender related files, click on “Upload Documents”. Once clicked below screen will be displayed, in which, there is options to select Attachment Category, option to enter Sequence No., Attach Name and Description and then click on “Sign & Upload” to upload the required file.

Figure No.10

The “Attachment Category” is as shown in below figure (Figure No. 11)

Figure No.11

Tender Notification: To upload the Notification/NIT, select the “Attachment Category” as “Tender Notification”, then provide the sequence number, Attach Name and Description and click on “Sign & Upload”, PKI screen will be displayed as shown in below figure, there first select the required file by clicking on “Browse”, then select the required certificate and finally click on “Sign” to upload the file..

Figure No.12

Once uploaded below screen will be displayed.

Figure No.13

So once Notification/NIT is uploaded, a new tab will be opened as “Tender Documents” as shown in above Fig 14 with few options to Download/Modify/Detach the file. (This will be public document). Tender Documents: In the same way, we can upload tender Document which will be issued after request (View Only Files – Post Fee Document) by selecting “Attachment Category” as “Tender Documents”, then provide the sequence number, Attach Name and Description and click on “Sign & Upload”, PKI screen will be displayed, there first select the required file by clicking on “Browse”, then select the required certificate and finally click on “Sign” to upload the file. The document will be displayed under “Tender Documents” tab as shown in below fig 14.

Figure No.14

In fig 14, we can see the options to download the file, Modify the properties, option to Detach the file and finally “Verify Signature” to check/verify the digital signature details. Private Tender Documents: To upload any private document (Type of documents, which will be displayed or used only by department – Will not display in Vendor End), select “Attachment Category” as “Private Tender Documents”, then provide the sequence number, Attach Name and Description and click on “Sign & Upload”, PKI screen will be displayed, there first select the required file by clicking on “Browse”, then select the required certificate and finally click on “Sign” to upload the file. This document will be displayed under “Tender Documents” tab as shown in below figure.

Figure No.15

Common for Tender: Select “Attachment Category” as “Common for Tender”, then provide the sequence number, Attach Name, Description, Select Open Stage and click on “Sign & Upload”, a screen will be opened with “Do you want to upload file for this Mandatory Document?” with “Yes” and “No” option, If “Yes” is selected then PKI screen will be displayed, there first select the required file by clicking on “Browse”, then select the required certificate and finally click on “Sign” to upload the file else select “No” to generate only link for Mandatory file. Please go through below screens

Figure No.16 (a)

Figure No.16 (b)

Below screen will be displayed, with “Mandatory Documents” tab with details, one without file, since clicked on “No” (Ref Fig 16 (b)) for generation of Link and with file when selected “Yes” in Fig 16 (b).

Figure No.17

Bids: To upload “Vendor to upload excel files”, select “Attachment Category” as “Bids”, then provide the sequence number, Attach Name, Description, select Open Stage and click on “Sign & Upload”, PKI screen will be displayed, there first select the required file by clicking on “Browse”, then select the required certificate and finally click on “Sign” to upload the file as shown in below figure

Figure No.18

Bid Template: To upload templates for Bids, select “Attachment Category” as “Bid Template”, then provide the sequence number, Attach Name, Description and click on “Sign & Upload”, PKI screen will be displayed, there first select the required file by clicking on “Browse”, then select the required certificate and finally click on “Sign” to upload the file as shown in below figure

Figure No.19

All Bids and Bid Template will be displayed under “Bid Documents” tab as shown in below figure.

Figure No.20

Once tender is opened, the vendor Edit Attachment will be as shown in below figure

Figure No.21

3.1.4. AUTHORISING THE TENDER:

For authorization, icon will appear as shown in Figure No.22. User can authorize the tender by clicking the Authorization button. As soon as the department authorizes the tender, the tender notification is available for public view in home page.

Figure No.22

Addendum: To make any Replace/Add new document in documents, addendum option to be used. Click on Edit attachment, and click on “New Addendum” as shown in below figure

Figure No.23

Once clicked on “New addendum”, option will be provided to “Replace” existing file or “Add New Document” as shown in below figure.

Figure No.24

Once to click on “Add New Document”, below screen will display to upload file.

Figure No.25

Once uploaded, it will display the file in Tender Document tab with status as “New”. So, next step is to approve the same. (Ref Fig 26)

Figure No.26

Once we click on “Approve” the screen will open to upload the approved letter for this changes (since it’s an authorized tender). Ref: Fig 26.

Figure No.27

Once we click on Finish, in the next screen the uploaded file with status as “Approved” will be displayed as shown in below figure

Figure No.28

Note: Once tender is authorized, any changes in tender details or documents to be done through approved letter and approval by authorized authority as shown in above process.

3.1.5. Create and Approval of Corrigendum:

Figure No.29

If any changes to be done in the tender notification, then click on Work No./Line number in UnApplied/InProgress stage, the above screen appears. Click on “New Corrigendum”, below screen will be displayed

Figure No.30

In Figure No. 30, user can change the required field as shown above. The old date and time will be displayed with new date and time. Once user clicks on “Create” button, below figure will display

Figure No. 31 If the dates or changes to be affected, then compulsory, the letter to be uploaded, so click on “Upload” as shown in above figure.

Figure No. 31A

Once the file is uploaded, above figure with “Finish” option will be displayed. Once clicked on “Finish” below screen will be displayed.

Figure No. 32 Finally, user has to click on “Approve” to get the changes to update. To check the same after some duration, click on line number in UnApplied or InProgress stage, then the below screen will be displayed. Click on “Action Icon” or “Show Tender Details” check the details.

Figure No. 33

3.2. In Progress: Once any one vendor requests the tender, the tender documents will be automatically sent to all the requested vendors and tender will be shifted to “IN PROGRESS” menu from “Unapplied”. The contractor will assess the tender document and submit the tender. Now, upload the output template before opening the tender. During uploading select the output type as “output template” so that during evaluation the comparative statement will automatically created by the system using this template. 3.3. Opening of Tender:

On the date and time of opening, the open icon as shown in Figure No.34 will appear. Once the user clicks the open icon, the details of tender to be opened are shown on the screen (see figure No.35). Once clicked on “Ok”, DSC/PKI screen will be displayed. Select the certificate and click on “Sign” to continue. The tender now will be shifted to opened stage/menu as shown in Figure No 36. In case the tender is of two stages, then one more open icon will appear in the opened menu, through which we can open the Cost bid. Tendering opening process is processed using digital signature certificate. The steps for the same are as follows: Click open icon Select the certificate type the password and the tender will be opened. The hardware key is essential during opening event. The browser settings for DSC should be done as per the instruction provided during login procedure.

Figure No.34

Figure No.35

3.3.1. Authorize form fee:

To authorize form fee, on the summary page, click on “Qualified Vendors”, go to bid details page, click on “Cost of BOQ View” as shown in the Figure No 36, to view list of all the participants for the tender.

Figure No. 36

Select the vendor and click on “Authorize Cost of BOQ” (shown in Figure No 37) to authorize the same. Buyer can view the Mode of Payments which Vendor has done along with the ePayment Transaction Numbers, if any. Rejecting the Vendor: To reject any vendor, if he was not paid the form fee. Then select that vendor and enter reason in “Reason” Box and click on “Reject Cost of BOQ”.

Figure No.37

3.3.2. Authorize EMD: To authorize EMD, click EMD view (Ref. Figure No. 37) to view list of all the participants for the tender. Select the vendor and click “Authorize EMD” after viewing the scanned EMD details, compare it with the submitted EMD and authorize the vendor. In case of ePayment through Debit / Credit Cards or NEFT and OTC, clarify with the bank and authorize the EMD.

Figure No.38

Once you authorize the EMD, status column will be updated as “EMD RECEIVED” as seen in figure No.38. Click “Show Form” to view the vendor uploaded documents.

Figure No.39

3.3.2. Rejection of EMD / Vendor In case of non-receipt of EMD, enter reason in “Reason:” text box and click “Reject EMD” to disqualify the contractor for not submitting the EMD (Refer Figure No. 39)

In case, for any other reason, the department needs to disqualify the vendor, then click on this icon as shown in the Figure No. 40, provide reason for disqualifying and proceed.

Figure No.40

3.3.3) Comparison Statement:

In Opened stage “Actions” menu, click on this icon to generate evaluation sheet or comparison sheet (for both Technical and Cost sheet) as shown in figure No.41. Once system generates the comparison statement the same will be available for download in the “Tender Documents) screen shown in figure No. 42. Note: To generate, user has to prepare the template and upload the same before opening in “Edit Attachment”.

Figure No.41

After evaluation sheet is generated, evaluation sheet will be under “Bid Documents” tab as shown in below figure

Figure No.42

3.3.4 Downloading the Vendor Document

Click “Edit Attachment” to download the documents uploaded by the vendors. Select the files which you wish to download and click “Zip files” (See Figure No. 47), then option to Open/Save/Cancel will be displayed, save in your required drive and view all the vendor files.

Figure No.47

3.4. Awarding: Once a tender is opened, department can award the tender to the qualified lowest quoted vendor by

clicking on icon. Once clicked the user has to give the remarks, that how many vendors are there in this tender and who is L1, L2 etc.,. After this the tender will move to Awarded stage.

In Award stage, click on Qualified Vendors and click on icon to award to concern vendor with reason.

Figure No.48

3.5. Declined

Click to cancel the tender as shown in figure No.49 below. Once the user clicks on the icon , the window will be opened where the user has to specify the reason for canceling the tender. The tenders can be canceled in any stage from “UnApplied” to Opened/Awarded by clicking on the icon with reason for canceling tender.

Figure No.49

ADDITIONAL FEATURES

Apart from the usual tendering process, there are many more features available with TENDERWIZARD like search engine, MIS reports, Email facility, help manuals etc., Advanced Search Engine: Click “Tender Search” to search the tenders which are available on the website. It provides you to search the tenders with multiple options. You can search either with the tender number, description or dates such as request date, submission date or opening date etc., as shown in figure no. 50.

Figure No.50 MIS Reports Through this MIS reports, department can easily find out information like how many tenders have been executed in different locations, how much form fees have collected by each department, whether form fees are collected according to the order circulated by the GoMP or not, how many vendors have participated in a particular tender along with all the details etc., These MIS reports may be fetched on a weekly /monthly /yearly basis. The formats of the existing MIS reports are listed here under:

1. Form Fee Report (Summary)

SlNo

Name of contractor/Firm

DD/BC/..NO

DD/BC/..Date

Estimated Cost

Form Fee

Amount (Rs.)

Remarks

Total Amount (Rs.): Name of the User: Date:

2. Form Fee Report (Detailed):

Sl No

Name of contractor/Firm

DD/BC/..NO

DD/BC/..Date

Estimated Cost

Form Fee

Amount (Rs.)

Remarks

For this Tender the Total (Rs.) Form Fee is :

3. EMD Fee report (Detailed):

SlNo

Tender Number

Work #

Name of The Work

Date of Authorization

Estimated Cost

EMD

Region

Number of

Amount (Rs.)

Contractor/Firm

For this Tender the Total (Rs.) EMD is: 0.00

4. e-Payment Report (for Form Fee):

Sl.No Date Tender Number

Work #

Name of The Work

Name of Contarctor/Firm

Token No

Amount(Rs.)

Helpdesk

For any further clarifications / queries on e-Tendering, contact e-Procurement Cell.